Quarterly Grant Reporting Audio is only available by conference - - PowerPoint PPT Presentation

Quarterly Grant Reporting

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Please call: 844-291-5491 Participant Access Code: 4842760 to join the conference call portion of the webinar June 9, 2020

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• Introductions
• Course Objectives
• Standards for Quarterly Grant Reporting
• HUD’s Housing Counseling Program Handbook (7610.1)
• HUD’s Housing Counseling Program FY19 Grant Agreement
• Required Quarterly Reports
• SF-425 Federal Financial Report
• HUD 9902
• Quarterly Performance Report
• eLOCCs Payment Voucher

Appendix A – HUD OHC Key Contact Information

Agenda

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• US Department of Housing of Urban

Development, Office of Housing Counseling

• Allmond and Company
• Jason L. Allmond, CPA, CGFM – Project Manager
• Blair Clarke, CPA – Assistant Project Manager
• Vanessa McCollum, CPA, CGFM – Manager

Note: Detailed contact information is provided on Appendix A

Introductions

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After completing this course, the learner should be able to:

• Identify regulations related to quarterly grant reporting.
• Identify the required documents and forms that should be

reported to HUD OHC on a quarterly basis.

• Properly prepare each report/form.

Quarterly Grant Reporting Course Objective

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HUD’s Housing Counseling Program Handbook (7610.1), §5-11

“Reports to HUD. Participating agencies must submit complete, accurate and timely activity reports. The reports must be submitted in the format, by the date, and in a manner prescribed by HUD. Participating agencies that are also recipients of HUD grants or sub grants may be required to submit additional reports as described in their grant agreements and prescribed by HUD.”

Background

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• HUD Housing Counseling Program FY 19 Grant

Agreement, Article VIII, Conduct of Work “Grantee shall submit all reports or other materials to the HUD POC.”

• Article XI, Reporting - gives additional details on

reporting requirements.

Background

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HUD Housing Counseling Program FY 19 Grant Agreement, Article XI, Reporting:

Grantees must submit a separate Quarterly Performance Report containing the following items for each Sub grantee. Grantees that also provide counseling services at their main office must submit a separate report for their main

• ffice.

Quarterly Performance Report

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• Form SF-425, Federal Financial Report
• Summarizes financial data, including program income

and expenses, for each quarter.

• Required for intermediaries, SHFAs, and MSOs only.
• The form can be found at:

https://www.grants.gov/web/grants/forms/post- award-reporting-forms.html#

• Form HUD-9902, Housing Counseling Agency Activity

Report

• Reports critical fiscal year-to-date information about

housing counseling activities.

Elements of Quarterly Reports

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• Quarterly Performance Report
• Reports detailed grantee and sub-grantee information

related to eligible grant expenses.

• eLOCCS Payment Voucher
• Request for grant payments that is electronically

submitted through the eLOCCS system, for HUD OHC review.

Elements of the Quarterly Reports

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Completing the SF-425 Federal Financial Report

Box 1: HUD Office of Housing Counseling.

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Completing the SF-425 Federal Financial Report

Box 2: Grant number, assigned by HUD OHC.

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Completing the SF-425 Federal Financial Report

Boxes 3-5: Should be completed with grantee information.

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Completing the SF-425 Federal Financial Report

Box 6: Report type

should be quarterly.

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SF-425 Federal Financial Report

Boxes 7-9: Fill in appropriate grant information.

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Completing the SF-425 Federal Financial Report

Box 10A: Enter the cumulative amount of actual cash received. Box 10B: Enter the cumulative amount of federal funds disbursed.

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Completing the SF-425 Federal Financial Report

Box 10D: Enter total amount of Grant Award. Box 10E: Enter total grant year- to- date expenditures.

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Completing the SF-425 Federal Financial Report

Box 11: Enter amount of any indirect expenses charged to Grant. Box 12: Attach any necessary explanations required by POC.

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Completing the SF-425 Federal Financial Report

Box 13: Ensure that form is signed and dated by Certifying Official.

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• The HUD 9902 reports information on the number
• f housing counseling clients, their demographic

characteristics, the counseling and education services received, and impacts of counseling.

• Data collected through this form is critical for

accurate measurement, monitoring, and communication of the impact and effectiveness of housing counseling programs.

What is the HUD 9902?

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• 9902 data is cumulative, based on the fiscal year.
• Count by household, a family/couple is counted as
• ne household, regardless of the number of

people from the household that attend a single session.

9902 Reporting Methodology

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• Count based on distinct services -

Household attends: 1 first time homebuyers workshop 1 pre-purchase counseling session 1 post-purchase counseling session = count 3 distinct services on the 9902 Household attends: 4 pre-purchase counseling sessions = count 1 distinct service on the 9902

9902 Reporting Methodology

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• Some agencies are not reporting their quarterly data

cumulatively; agencies need to ensure their data is cumulative – Housing Counseling System (HCS) does not verify totals.

• Lower than expected reporting in Section 10
• Agencies reported counseling resulted in a sustainable

household budget for only 34% of the clients counseled in FY18.

• During FY18, only 17% of clients reported improvements to

their housing situation.

9902 Reporting Challenges

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HUD Form 9902 Report Schedule

HUD Fiscal Quarter Period Covered Due Date

1st Quarter October 1st – December 31st Due no later than January 31st. 2nd Quarter October 1st – March 30th Due no later than April 30th. Please include clients reported in quarter 1 plus new clients served in quarter 2. 3rd Quarter October 1st – June 30th Due no later than July 31st. Please include clients reported in quarter 2 plus new clients served in quarter 3. 4th Quarter October 1st – September 30th Due no later than December 31st. Final 9902 includes complete year

• f client data plus the 4th quarter.

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• Agencies are required to use a HUD approved Client

Management System (CMS) that interfaces with HCS.

• HUD recommends that agencies experiencing technical

issues with their CMS contact their CMS vendor directly.

• Agencies should only enter their 9902 data in HCS

manually if they are experiencing technical issues with their CMS that cannot be resolved prior to a reporting

• deadline. The Housing Counseling System (HCS)

Instructions (pg. 11) provides instructions on manual submission.

Submitting the 9902

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• 9902 Toolkit on HUD Exchange, published in June
• 2018. The toolkit is the best place to go for help

with completing the report. The toolkit explores the 9902 section by section and provides users with tips and examples for filling out the form.

• HUD 9902 Form and Instructions

9902 Resources

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• Grantee’s name, address, grant number.
• Start and end dates of the report period.
• Detailed accounting of actual costs for each quarter. The

accounting must include:

• Employees salaries, fringe and other benefits (to include actual staff

hours and hourly rates)

• Other direct expenses
• Indirect costs

Performance Report Requirements

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• Any deviation between the itemized accounting

and the budget submitted at grant execution must be approved by the HUD POC.

• Must be signed by an individual who is authorized

to execute the certification on behalf of the grantee.

Performance Report Requirements

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• Certification must state the following:

“By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise.”

Performance Report Requirements

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Sample Quarterly Performance Report

Reminder: Any differences between Actual and Budgeted expenses will need explanations.

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Sample Quarterly Performance Report

The report must include staff hours and hourly rates.

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Sample Quarterly Performance Report

The report must also include cumulative staff hours.

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Sample Quarterly Performance Report

Ensure the report is signed by an authorized official and includes the required certification statement.

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FY2019 Quarterly Grant Reporting Schedule

Performance Period Quarterly Performance Due Date 10/1/2018 – 12/31/2018 Not later than December 31, 2019 1/1/2019 – 3/31/2019 Not later than December 31, 2019 4/1/2019 – 6/30/2019 Not later than December 31, 2019 7/1/2019 – 9/30/2019 Not later than December 31, 2019 10/1/2019 – 12/31/2019 Not later than January 31, 2020 1/1/2020 – 3/31/2020 Not later than June 30, 2020

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• Grant extensions are outlined in Article III of the

grant agreement.

• An extension of the performance period must be

requested in writing, no later than March 1, 2020.

• Only the HUD POC is authorized to approve an

extension.

Grant Extension

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eLOCCS Payment Voucher

• All vouchers for Grant payments must be

submitted to HUD electronically through Form HUD-50080-CHC-a, eLOCCS payment voucher.

• The voucher will not be paid until it is reviewed

and approved by HUD personnel.

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Sample Payment Voucher

Reminder: Include preparer’s telephone number in Box 11.

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Sample Payment Voucher

Reminder: The person who signs Box 11 needs to be different than the person who signs Box 12.

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HUD’s Housing Counseling Program Handbook (7610.1), 5-13 “Failure to comply with recordkeeping and reporting requirements could result in consequences which may include, but are not limited to:

• A delay in payment of vouchers under a HUD housing counseling grant;
• The grantee’s forfeiture of all remaining funds in the grant account;
• The grantee’s future housing counseling grant applications being

adversely rated because of this failure;

• Ineligibility for HUD housing counseling training resources;
• Placement in inactive status or termination of the agency’s approved or

participating status and deletion from the list of HUD-approved and participating agencies.”

KEEP IN MIND…

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• HUD’s Housing Counseling Program Handbook (7610.1)

https://www.hud.gov/program_offices/administration/hudclips/handbooks/ hsgh/7610.1

• Federal Financial Report ( SF-425)

https://www.grants.gov/web/grants/forms/post-award-reporting- forms.html#sortby=1

• HUD form 9902

https://files.hudexchange.info/resources/documents/HUD-Form-9902- Housing-Counseling-Agency-Activity-Report.pdf

• FY 2019 United States Department of HUD Housing Counseling Program

Grant Agreement.

References

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Appendix A – HUD OHC Contacts

U.S. Department of Housing and Urban Development Office of Housing Counseling Telephone: (800) 569-4287

Website: https://www.hudexchange.info/programs/housing- counseling/

Email: housing.counseling@hud.gov

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Find us at: www.hudexchange.info/counseling Counselor Training and Testing website: www.hudhousingcounselors.com Email us at: housing.counseling@hud.gov The Bridge: https://www.hudexchange.info/progra ms/housing-counseling/the-bridge/

Office of Housing Counseling

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Conclusion